A two-week plan for estimate follow-up
Follow up the same day you send a quote, again within a few days, then once a week, and stop after about two weeks. Mix calls and texts, keep each message short and give the customer an easy way to say no. Below is a sample cadence you can copy and adjust.
By Gabe Key, founder of Firmkit.
Why quotes go quiet
Most quotes go quiet because the customer got busy, not because they said no. People compare, wait on a spouse or landlord, or forget. Silence usually means "not yet."
Many contractors send the quote and wait. Waiting feels polite. But the customer is not thinking about your quote all day. A calm, helpful nudge brings it back to the top.
Following up is not pushy when you do it with respect. You are checking whether they have questions and making it easy to move forward or to decline.
When to send the first follow-up
Follow up that day, then again after two days, then on day five. After that, check in about once a week until day fourteen. Then stop.
The first touch confirms the quote arrived. The later ones answer questions and keep you in mind. The spacing matters. Too fast feels like pressure. Too slow and the customer has picked someone else.
Adjust for the job. An urgent repair deserves a faster rhythm, within hours. A big remodel or a roof can take longer, because the customer needs time to decide. Follow the customer's own timeline, not yours.
The schedule, day by day
Here is a sample you can copy. It mixes texts and calls, so the customer hears from you in more than one way.
| When | How | Purpose |
|---|---|---|
| Day 0, same day | Text or email | Confirm the quote arrived. Offer to answer questions. |
| Day 2 | Phone call | Ask if they have questions. Offer to walk through it. |
| Day 5 | Text | Check in. Mention a start date if you have one open. |
| Day 9 | Phone call or text | Ask about their timeline. Offer to adjust the scope. |
| Day 14 | Text | Final friendly check. Say you will close the quote. |
This is an example, not a rule. A fast-moving customer may need only the first two steps. A slow decision may need more space. Use your judgment.
The Firmkit CRM sets follow-up at hour 4, day 2 and day 5 as part of its automations. You can see more on the platform page.
What to say each time
Say something useful each time. Do not only ask, "Did you decide yet?" Add a question, an answer or an offer to help.
Day 0 text
Hi [Name], this is [Your Name] at [Your Company]. I sent your quote for [job]. Let me know if anything is unclear. Happy to go over it by phone.
Day 2 call (voicemail)
Hi [Name], it is [Your Name] with [Your Company]. I am following up on the quote for [job]. I am glad to answer any questions. You can call or text me at [number].
Day 5 text
Hi [Name], checking in on the [job] quote. We have an opening the week of [date] if the timing works. Any questions I can answer?
Day 9 text
Hi [Name], I know a decision like this takes time. If the price or scope is the sticking point, tell me and I will see what I can adjust.
Day 14 text
Hi [Name], I do not want to keep bothering you. I will close out this quote for now. If plans change, reply any time and I will pick it back up.
Only offer an opening or a change if it is real. Do not invent urgency.
Call, text or email
Use all three, but lead with the channel the customer used. If they texted you, text back. If they called, call. Match their habit.
- Calls are best for questions, price worries and bigger jobs. A voice builds trust.
- Texts are best for quick check-ins. They are easy to answer when the customer has a spare second.
- Email is best for the quote itself, with details and photos, and for customers who prefer it.
Make sure you have permission to text. Texting a customer who asked for a quote is normal, but keep your registration and opt-out handling in order. Honor STOP right away.
When to stop
Stop when the customer says no, or after about two weeks of no reply and a polite closing message. Past that point, more nudges cost you goodwill.
Stop sooner if:
- The customer asks you to stop.
- They tell you they chose someone else.
- They say the project is on hold.
When you stop, close it kindly. Thank them and leave the door open. Some customers come back in a month or in a year, and they remember who was respectful.
Then mark the quote as lost or paused in your system, with a reason if you know it. A simple note, like "chose another company" or "waiting until spring," teaches you something over time.
Keeping it from becoming a chore
Write the messages once and automate the timing. The risk is not that you follow up too much. The risk is that busy days make you forget.
- Save your five messages as templates.
- Set reminders, or use a CRM that triggers them when a quote goes out.
- Log every reply, so you never double-text someone who already answered.
- Stop the sequence the moment the customer replies, and take it from there by hand.
Automation should handle the nudge. A person should handle the conversation. If you want to see how a full system ties your phone, texts and quotes together, look at the services overview or read about the math behind missed calls.
Wondering how many quotes and calls your business may be dropping? Try the free 60‑second leak audit. It asks for no email and shows how it got to its answer.
Questions
How long should I wait before following up on a quote?
Send a quick confirmation with the quote. Follow up again after about two days. For urgent repairs, follow up within hours. For large projects, give the customer a few days before the second contact.
How many times should I check back on a quote?
Around five touches over two weeks is a reasonable pattern: day 0, 2, 5, 9 and 14. Stop sooner if the customer says no. If there is no reply by the end, send a polite closing note and stop.
Is it better to call or text after sending a quote?
Use both. Call for questions and bigger jobs. Text for short check-ins. Start with whichever channel the customer used to reach you. Always honor a request to stop texting right away.
What if the customer never answers?
Send a final friendly message around day 14 saying you will close the quote and they can reply any time to reopen it. Then stop. Mark the quote as paused so your records stay accurate.